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1 COMMUNITY FOUNDATION OF WHISTLER COMMUNITY GRANTS PROGRAM APPLICATION GUIDE 2018 About the We imagine a community where everyone thrives. Our vision is a community where all residents feel a sense of belonging and participate in community life in the way they want whether working, learning, sharing, recreating or volunteering. Through the donors create personal legacies that support the full range of community life: including arts, culture, health, education, youth, the environment and more. About the Community Grants Program The Community Grants Program is our most flexible grants program. The program supports projects and programs taking place in the Whistler region and benefiting the local community. Grants are made possible by the Community Fund, the American Friends of Whistler Fund, and the Whistler Blackcomb Foundation Fund. The Community Grants program is guided by the following values: COMMUNITY CONNECTIONS: The recognizes that connections foster a sense of belonging for individuals and we seek to foster partnerships and collaboration. INCLUSIVENESS: We support a vital community where everyone can participate and all the various segments of the community are embraced EQUITY: We strive for a fair society in which all have the opportunity to reach their potential in a safe and healthy environment CREATING LONG-TERM COMMUNITY IMPACT: We seek to support actions that invest in the long-term benefit of the community. Grants between $1000 and $4,000 will be awarded to projects that focus on making a significant difference in improving the quality of life for community members, with a 1

2 focus on children, youth and families. Applications benefiting other areas will also be considered. Basic Eligibility Applicants for funds must have Canadian charitable status or be a qualified donee under the Income Tax Act. Grants are not awarded to individuals or businesses. If your organization is not a registered charity, please refer to the Applicants who are not registered charities or qualified donees section below. Projects or programs must be for the benefit of the community in the Whistler region. Grants are awarded for definite purposes and outcomes covering a specific period of time. Grants are provided for up to 50% of a project/program s total budget for a specific period. As part of the total project or program budget, the Community Foundation of Whistler allows applicants to consider in-kind contributions of expertise, services and volunteers in the creation of a project budget. Please list the sources and breakdown of specific contributions in your project budget. For example: 5 volunteers x 20 hours each at $12/hr.= $1200. The will consider requests for multi-year funding. Please indicate on your application if you are seeking multi-year funding and how this will help you attain the outcomes you seek. Note that multi-year funding cannot be guaranteed. Whistler Vital Signs The s 2017 Vital Focus report on Growth, Change and Belonging in Whistler highlighted belonging as an area of concern in our community. Changes that are occurring in the community can bring a real sense of exclusion for many community members. Many struggle to make meaningful connections and feel a strong sense of belonging. To read the Vital Focus report on Growth, Change and Belonging and to learn more about the Whistler Vital Signs initiative, please visit our website: 2

3 Key Elements for Success The seeks to fund projects that meet many or all of following characteristics: Creating Impact: seek to achieve a clearly articulated, measurable impact on the community demonstrate stories of impact work to address the root causes of difficult issues and apply strategies for long term solutions respond to a demonstrated need. Applicants may refer to Whistler Vital Signs. contribute to the public body of knowledge related to an issue and outcomes identified Building Connections increase community connections through strengthening partnerships and collaboration show evidence of local support create opportunities for individuals to connect across barriers Supporting Inclusiveness and Equity engage vulnerable individuals and populations to strengthen inclusion involve those directly impacted by the project in the project plans and evaluation use and enhance the skills and knowledge of local people and encourage volunteers and community members to participate in community life. The Planning Approach The is emphasizing an outcome measurement framework approach to granting. This approach to program planning emphasizes clarity about the difference that programs are making in the community. We want to know your vision. How will our community be different as a result of your project? What is the change you want to create in the community? 3

4 A clear and logical plan for your project should demonstrate the resources required, the activities involved, the outputs you will produce, and the resulting changes in people, families, organizations, and the community. Activities are the specific actions you plan to undertake in order to create the changes you seek. Outputs are the deliverables of your activities; the most direct and immediate results (e.g. 5 workshops, 60 participants etc.). Example of an Outcome Measurement Plan: Activity Output Short Term Outcome Peer Educator development and support Provide training and ongoing support to Peer Educators 1 training session of 8 weeks with 8 participants 4 follow-up meetings for trained peer educators 8 peer educators support 16 peers in their own community Volunteering participants and community members gain new knowledge and skills to support their health and wellbeing Longer Term Outcome Participants and community members are connected to strong community support networks to continually support their health and well-being In addition, tell us how you will know whether you are achieving the results you envision. We encourage grant recipients to track both qualitative and quantitative change created. Collect data but be sure to also collect stories of impact. Include in your application your plan for how you will collect stories. It is easier to plan for this at the beginning, than scramble for your stories after your program is complete. For resources on story-telling, please refer to our website We encourage you to think about the various creative ways you can gather and tell stories (interviews, videos, testimonials, art, photos etc.). For guidance on an outcome measurement planning approach applicants are referred to the SMART Fund Outcome Measurement Guide- Using Outcomes to Design and Manage Community Health Activities. It not necessary to use this exact format in your application, but you may find the guide helpful. 4

5 What types of projects are not funded? Please note that the does not fund: Retroactive funding Activities for direct religious purposes Direct or indirect political activities Sabbatical leaves, student exchanges Medical equipment Amateur sports teams or sports clubs General fundraising campaigns Any activities that are discriminatory or service the interests of the members of an applicant organization to the exclusion of the community at large. 5

6 The Application Process The Community Grants program utilizes a two-stage application process. Stage One: Letter of Enquiry If you are interested in applying for Community Grants Program funding, please begin by submitting a Letter of Enquiry to the. A Letter of Enquiry is simply a letter outlining the following: Introduction to your organization and full contact details; Your organization s charitable registration number or that of your sponsoring agency; A description of the need for your project or program; A brief description of the activities that your organization will undertake in the project; Projected outcomes and community impact The project start-up and completion dates; A project budget itemizing potential and confirmed expenditures and revenue; The amount of money your organization is requesting. PLEASE NOTE: Your Letter of Enquiry must be limited to a maximum of two pages. Deadline: Friday February 2, 2018 at 5:00 PM, via to Your letter will be reviewed by the Community Grants Committee. A number of projects will be short-listed for the next stage. All applicants will be notified of the Committee s recommendations by Wednesday February 21, 2018 Stage Two: Grant Application Organizations shortlisted for this stage will receive further information via , including an application form and deadline details. Full grant applications must be received by the by Wednesday March 21, All applications will be thoroughly assessed by the Community Grants Committee. The assessment of your project may involve other charitable funding organizations and 6

7 informed professionals in the field. Your organization may be contacted to go over the details of your project. The Community Grants Committee will recommend project funding to the Foundation s Board of Directors. Final approval of grants is made by the Board of Directors. Successful funding applications will receive written notification of the Foundation s decision together with the terms and conditions of any grant that has been awarded by Monday April 23, Unsuccessful applicants will also receive written notification. Applicants who are not registered charities or qualified donees Under the Income Tax Act, as a public foundation, the Community Foundation of Whistler may only make grants to registered charities or qualified donees. If your organization is not a registered charity, you may be eligible to apply for a grant if you have a strong formalized and documented partnership with a charitable organization. Alternatively, your organization may wish to make a formal application to the Canada Revenue Agency to become a registered charity. A registered charity or qualified donee who has partnered with a non-qualified donee for the delivery of a program or project must be willing to act as the lead partner and is in effect taking on the project as part of its own operations and employing the applicant as its agent. The registered charity must be willing to assume the legal and financial responsibility for the project. The conditions for the consideration of such an application are outlined below: 1. The proposed project or program must be charitable in nature 2. There must be a clear link between the applicant organization and the registered charity, including congruency of missions. The project must further the formal purposes of the registered charity and constitute charitable activities that the charity carries on itself. In other words, the charity may not simply act as flowthrough mechanism for funds between the Foundation and the grant recipient. 3. There must be in place a written contract between the registered charity and the applicant organization concerning the delivery of the project or program. If a registered charity acts without a written agreement it could jeopardize its registered charity status under the Income Tax Act. Written agreements should include: 7

8 a. Names and address of all parties b. The duration of the agreement or the deadline by which the project must be completed c. A description of the specific activities for which funds or other resources are being transferred, including detail that clearly outlines the limits of the authority given to the recipient agent to act for the charity on its behalf. d. Provision for written progress reports from the recipient of funds or other resources to the charity e. Provision for the charity s right to inspect the project on reasonable short notice f. Provision that the registered charity will make payments by installments based on confirmation of reasonable progress and that the resources provided to date have been applied to the specific activities outlined in the agreement. g. Provision for withdrawing or withholding funds or other resources at the registered charities discretion h. Provision for maintaining adequate records at the registered charity s address in Canada i. Provision for the charity s funds and property to be segregated from those of the agent and for the agent to keep separate books and records j. Authorized signatures of all parties 4. Applicants and the partnering charity must submit to the Community Foundation of Whistler a signed Agency Relationship Agreement 5. The must receive a letter from the Registered Charity indicating the following: a. The nature of the affiliation with the applicant organization b. The charity s organizational mandate or mission c. The charity s willingness to undertake financial and legal responsibility for the project d. The Charity s expression of interest and shared commitment to the project and the achievement of the project s objectives If your organization is not a registered charity in Canada, please contact the Community Foundation of Whistler to discuss your situation. 8

9 Payments will be processed upon receipt of: After a grant has been approved a signed Grant Agreement written confirmation that all conditions have been met (if conditions are placed on your grant) The will disburse the first 50% of the grant upon receipt of the signed Grant Agreement. You may be contacted by a representative from the Community Grants Committee to arrange for the presentation of a cheque to your organization. The remaining funds are disbursed upon receipt of a project report from grant recipients. The expects the following from grant recipients: To be kept informed. We encourage grant recipients to communicate openly with us and keep us informed of your progress. We understand that sometimes organizations must adapt their programs in order to achieve the desired outcomes. The Foundation supports innovation and wants to help you maximize the impact of your programs. Proper fiscal management; Thorough and well-planned project evaluation; Interim and/or final reports (financial and descriptive); A one-page grant impact report that may be published by the Community Foundation of Whistler. This must be received by the in order for organizations to qualify for future funding. Public recognition of the support received from the ; Foundation Board, staff or volunteers be given the opportunity to make site visits, if circumstances permit; Stories that demonstrate the impact of your project or program. Stories may take the form of videos, narratives, collages, photo essays, poems or other creative endeavours. Tell your stories in a way that is meaningful to you and the participants in your program. Have Questions? Please contact Carol Coffey at or

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